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Property Services Group August 2019 Document: PS-1022 Property Services Contractor Booklet V.7.1.1

— Property Services Contractor Booklet

Occupational Health & Safety, Security, Environment, Quality and Asset Management

Document: PS-1022 Property Services Contractor Booklet V.7.1.1 of 34

LIST OF CONTENTS 1. INTRODUCTION ................................................................................................................................................... 4

1.1. OVERVIEW.............................................................................................................................................................. 4 1.2. RMIT PROPERTY SERVICES LIFE SAFETY RULES .............................................................................................................. 4 1.3. OCCUPATIONAL HEALTH AND SAFETY & ENVIRONMENT POLICY STATEMENTS ..................................................................... 5 1.4. OCCUPATIONAL HEALTH, SAFETY AND ENVIRONMENT (OHSE) ........................................................................................ 6 1.5. DUTIES OF EMPLOYEES (SECT.25 OH&S ACT 2004) ..................................................................................................... 7 1.6. RMIT CONTRACTOR MANAGEMENT/INDUCTION REQUIREMENTS ..................................................................................... 7

2. SITE SECURITY AND EMERGENCY ........................................................................................................................ 9

2.1. SECURITY CONTROL .................................................................................................................................................. 9 2.1.1. CITY CAMPUS ...................................................................................................................................................... 9 2.1.2. BUNDOORA WEST CAMPUS CONTROL POINT ............................................................................................................ 9 2.1.3. BUNDOORA EAST CAMPUS CONTROL POINT ............................................................................................................. 9 2.1.4. BRUNSWICK CAMPUS CONTROL POINT .................................................................................................................... 9 2.2. ARRIVING ON SITE .................................................................................................................................................... 9 2.3. EMERGENCIES ....................................................................................................................................................... 10 2.4. EVACUATION PROCEDURE ....................................................................................................................................... 10

3. GENERAL OHSE REQUIREMENTS AT RMIT ..........................................................................................................11

3.1. IMPACT TO UNIVERSITY OPERATIONS ......................................................................................................................... 11 3.2. BEHAVIOUR .......................................................................................................................................................... 11 3.3. SECURE AND SAFE SITE ........................................................................................................................................... 11 3.4. SITE PERSONAL PROTECTIVE EQUIPMENT ................................................................................................................... 11 3.5. TOOLS AND EQUIPMENT .......................................................................................................................................... 12 3.6. QUALIFIED AND COMPETENT WORKFORCE ................................................................................................................. 12 3.7. SAFE WORK PRACTICES ........................................................................................................................................... 12 3.8. SUPERVISION OF SAFE WORKS .................................................................................................................................. 12 3.9. HAZARD REPORTING ............................................................................................................................................... 12 3.10. ELECTRICAL SAFETY ............................................................................................................................................ 12

4. INCIDENT MANAGEMENT PROCEDURES ............................................................................................................13

4.1. INCIDENT .............................................................................................................................................................. 13 4.2. REPORTING INCIDENTS UNSAFE ACTS OR CONDITIONS OF THE WORKPLACE ...................................................................... 13 4.2.1. CLASSIFICATION AND NOTIFICATION OF INCIDENTS ................................................................................................... 14 4.2.2. RESPONSE PROCESS MAPS .................................................................................................................................. 14 4.3. FIRST AID ............................................................................................................................................................. 15 4.4. AUTOMATIC EXTERNAL DEFIBRILLATORS (AEDS) ......................................................................................................... 15 4.4.1. BRUNSWICK CAMPUS AEDS LOCATIONS ................................................................................................................ 16 4.4.2. CITY CAMPUS AEDS LOCATIONS ........................................................................................................................... 16 4.4.3. BUNDOORA CAMPUS AEDS LOCATIONS ................................................................................................................. 18 4.5. NEARBY HOSPITAL FACILITIES WITH CASUALTY TREATMENT BAYS .................................................................................... 19

5. RISK ASSESSMENT ..............................................................................................................................................20

6. HOUSEKEEPING ..................................................................................................................................................21

7. HAZARDOUS BUILDING MATERIALS MANAGEMENT ..........................................................................................22

8. CHEMICALS & SOLVENTS (INCLUDING SMALL QUANTITIES AND WORK IN PROGRESS) ......................................24

9. ENERGY SOURCE OR EQUIPMENT ISOLATION (LOCK OUT - TAG OUT) ................................................................24

9.1. ELECTRICAL TEST & TAG .......................................................................................................................................... 24

10. WORKING AT HEIGHTS ...................................................................................................................................25

11. LADDERS USE .................................................................................................................................................25


12. PERMIT TO WORK (PTW) ................................................................................................................................25

13. INSPECTIONS AND AUDITING .........................................................................................................................26

14. TAKING CONTROL OF VERTICAL TRANSPORTATION (VT) ASSETS ....................................................................26

15. SMOKING .......................................................................................................................................................26

16. COMMUNICATION .........................................................................................................................................26

17. SPECIFIC HAZARDS .........................................................................................................................................27

17.1 LABORATORIES ...................................................................................................................................................... 27 17.2 CEILING VOIDS IN BUILDINGS ................................................................................................................................... 27 17.3 HIGH CEILINGS ...................................................................................................................................................... 27 17.4 PLANT ROOMS ...................................................................................................................................................... 27 17.5 CONFINED SPACES ................................................................................................................................................. 28 17.6 HOT WORK .......................................................................................................................................................... 28

18. FALSE ALARMS CAUSED BY CONTRACTOR WORKS .........................................................................................28

19. VEHICLE ACCESS AND PARKING ......................................................................................................................29

20. FORKLIFTS AND MOBILE PLANT OPERATION ..................................................................................................29

21. EQUIPMENT SERVICE HISTORY .......................................................................................................................29

22. AMENITIES .....................................................................................................................................................29

23. ENVIRONMENTAL MANAGEMENT .................................................................................................................30

23.1 ENVIRONMENTAL MANAGEMENT SYSTEM (EMS) ............................................................................................................ 30 23.2 WASTE MANAGEMENT ............................................................................................................................................... 30

24. ASSET MANAGEMENT ....................................................................................................................................30

24.1 ASSET MANAGEMENT SYSTEM (AMS) ........................................................................................................................... 30 24.2 FUNDAMENTALS OF ASSET MANAGEMENT ...................................................................................................................... 32 24.3 KEY PRINCIPLES FOR CONTRACTORS IN WORKING WITH PROPERTY SERVICES .......................................................................... 33

25. ACCOUNTABILITIES ........................................................................................................................................33

26. DEFINITIONS AND ACRONYMS/KEYWORDS ...................................................................................................34

27. PROCEDURE EFFECTIVENESS AND REVIEW PERIOD ........................................................................................34

28. AMENDMENT RECORD ...................................................................................................................................34


1. Introduction 1.1. Overview The purpose of this handbook is to provide RMIT University Contractors with guidelines to manage their works on RMIT premises in a safe, environmentally aware and responsible manner.

RMIT personnel who engage Contractors in the course of their works are to be familiar with these guidelines and their implementation.

1.2. RMIT Property Services Life Safety Rules RMIT Property Services have implemented Life Safety Rules, please familiriase yourself with the below.


1.3. Occupational Health and Safety & Environment Policy Statements RMIT Property Services Group (PSG) has an Integrated Management System that is aligned to ISO 14001:2015 and 45001:2018 requirements. The system is a set of processes and practices that enable an organization to undertake their activities in an efficient and safe manner and to reduce environmental impacts. The system assists in meeting occupational health and safety and environmental regulatory requirements and compliance obligations. All contractors are expected to comply with the PSG Occupational Health and Safety and Environmental Policy Statements and all relevant work processes. Occupational Health and Safety Policy Statement:


Environmental Policy Statement:

1.4. Occupational Health, Safety and Environment (OHSE) Contractors are expected to manage their work sites in a safe manner and complying with Victorian OHS and Environmental Act and Regulations and RMIT University’s requirements. RMIT University Property Services page (click here) has all information required to access Safety and Security pages. This booklet covers some of the below topics:

• Life Safety Rules • OHS&E Policy Statements • Mandatory Requirements • Impact to the University • Emergency procedures, contacts (identification and sequence) • How to report incidents and near misses

https://www.rmit.edu.au/staff/our-structure/operations/property-services-group


• Permit to Work requirements • General housekeeping issues • Personal safety around an event site • Waste Management

All contractors working on any of the RMIT University Campuses must complete the RMIT Contractors Online Induction via the RMIT Contractor Management System (RMIT CMS, RapidGlobal). Upon completion of the online induction training Contractors will be verified via RapidGlobal allowing them to sign-in and out of campus.

Persons found working outside the parameters set by this ‘OHS&E Site Booklet for Contractors’ may be removed from the University, followed by further corrective action for their associated employers.

1.5. Duties of Employees (Sect.25 OH&S Act 2004) The following extract is sourced from WorkSafe Victoria (May 2005 (https://www.worksafe.vic.gov.au)

While at work, an employee has the below duties prescribed in the Act;

a. Taking reasonable care for their own health and safety and that of other people who may be affected by the work being done. Employees should:

o Avoid engaging in practical jokes that could harm people; and o Not take short-cuts which could reduce the level of safety.

b. Duty to cooperate with employer with respect to any action taken by the employer to comply

with a requirement imposed by or under this Act or the regulations. o Following the workplace safety policies and procedures; o Attending health and safety training and following the instruction and advice provided in

them; and o Using equipment supplied by the employer, such as adjustable workstations, or

protective gear such as safety boots, hearing protection, or high visibility vests as instructed.

o Employees can assist the employer to prevent risks to workplace health and safety by notifying them of any hazards.

c. Duty not to recklessly interfere or misuse - an employee must not intentionally or recklessly interfere with or misuse anything provided at the workplace in the interests of health, safety or welfare.

o Do not remove or bypass machine guarding or other safety devices; o Do not use a fire extinguisher for purposes other than putting out fires.

1.6. RMIT Contractor Management/Induction Requirements

• All Vendors engaged by Property Services are to be registered and verified via the RMIT RMIT CMS. Vendors can then issues passwords to individual workers as required. Please refer to RMIT Process: Property Services Contractor Management System, for more information.

• All Workers engaged by a Vendor are required to complete their online induction and provide requested documents via the RMIT CMS.

• Prior to commencing works on site, all workers, including sub-contractors will be required to sign in/out every day at the specified RMIT CMS hardware. All workers are required to sign-in and out, if the hardware is not working, workers are to go to alternative hardware location. The locations of the hardware are;

• Building 5, Level 1 • Building 108 Level 2

https://www.worksafe.vic.gov.au/


• Building 56, Level 2 • Building 515, Level 1 • Building 251, Level 1 • Building 202, Level 2

• Workers not signed in will not be authorised to undertake works. Any breach of this will be considered an incident and reported as such.

• All Vendors must have relevant documentation relating to their works readily available to a Property Services representative upon request.

• All documentation listed below shall be uploaded and verified before any works may commence:

o For Vendors: A Certificate of Currency of your Worker Compensation Insurance A Certificate of Currency of your Public Liability Policy (at least $10 million) Professional Indemnity Insurance (where required, minimum AUD$5,000,000) Vendor Licences and Trade Certificates, where required Safety Documentation (minimum Safe Work Method Statement)

o For Workers engaged by Vendors:

Evidence of the completion of the University online induction Evidence of Working with Children’s Check

Please note:

o The completion of Property Services Permit to Work (PTW) form for works that require a permit to proceed with works signed off by an authorised Property Services representative

o Contact your RMIT Property Services Representative for any unclear matters


2. Site Security and Emergency 2.1. Security Control

2.1.1. City Campus Address Security Control Room

Building 5, Level 1 Bowen Street, Melbourne

Security Service Desk (24 hrs) 9925 3895

2.1.2. Bundoora West Campus Control Point Address Security Control Room

Building 210 Clements Drive Bundoora


2.1.3. Bundoora East Campus Control Point Address Building 256

Plenty Road Bundoora


2.1.4. Brunswick Campus Control Point Address Building 515

Level 1 25 Dawson Street Brunswick

Security Service Desk (7am to 10pm) 9925 9170

Security Service Desk after-hours enquiries 9925 3895

2.2. Arriving on Site RMIT University appointed contractors must sign in and out of the kiosks located across the campuses. Swipe access cards are to be requested via Security.

Prior to works commencing, any approvals for permits must be obtained from the relevant RMIT representative. The nominated RMIT Representative will act as a single point of communication in relation to any questions or issues that arise.

Contractors who need to access buildings to conduct work are to request keys from Security. Keys are to be returned to Security upon completion of works at the end of shift.


2.3. Emergencies Emergencies on all campuses: Brunswick, Bundoora, City and Hamilton

Details to provide in an emergency: • Emergency service required (e.g. Police, Fire, Ambulance, State Emergency Service) • The type of incident (fire, medical, explosion, assault, etc.) • The exact location of the emergency (e.g. address and campus) • Your name and contact number • How` many people are injured, if any • Nature of illness (if a medical emergency).

2.4. Evacuation Procedure Click here for a short video of RMIT University Emergency Procedures

In the event of a fire or other emergency evacuation, an alert by alarm signals will be broadcast over the public address system, they are:

ALERT TONE (‘BEEP, BEEP’)

On hearing the Alert tone, you should:

• Check area for fire, smoke or other abnormal situations. • Await further instructions relayed over the public address system, or from emergency warden. These

instructions could relate to evacuation. You are not required to evacuate unless instructed to do so. • Prepare for evacuation commence with shutdown of work by saving any computer files, switching off

electrical appliances, closing gas valves and making the area safe to leave where safe. • Commence evacuation if there is immediate danger.

EVACUATE TONE (‘WHOOP, WHOOP’)

On hearing the Evacuate tone or if directed to evacuate by the floor warden or wardens (members of the Emergency Control Organisation) you should follow all directions made from appropriate warden or public address. Directions could also come from the attending emergency services.

• Proceed to evacuate the building via the marked exits and stairs. • Proceed to evacuate in an orderly fashion to the Assembly Area indicated on the evacuation

diagrams.

(Notify Security on ext. 53333 or Mobile 0418 301 875 to facilitate ambulance access onto)

http://www1.rmit.edu.au/security/emergencyvideo


3. General OHSE Requirements at RMIT 3.1. Impact to University Operations RMIT University’s core business is learning, teaching and research. Where works are occurring within or adjacent to a live university area, contractors must assess and control their tasks and activities in relation to how they could impact staff and students. Examples of hazards that may impact university activities include but are not limited to–

• Noise • Dust • Vibration • Fumes and Odours of paints, resins etc. • Electrical Hazards • Slip or Trips • Poor housekeeping • Movement of tools, equipment and construction waste • Use of lifts and Escalators • Unexpected discharge of waste

All contractors should present themselves in a suitable manner appropriate to the university environment. Property services will continuously assess compliance with mandatory rules, any deviation from would be treated seriously.

3.2. Behaviour The Contractor, must ensure that the behaviour of workers on the site, is consistent with the RMIT Staff Code of Conduct https://www.rmit.edu.au/about/governance-and-management/policies/code-of-conduct. Workers should present themselves in a suitable manner appropriate to the University environment.

Unacceptable behaviour on RMIT sites:

• Disregard of safety • Intentional breach of RMIT procedures • Swearing or abusive language • Smoking • Using, possessing, distributing or being under the influence of drugs or alcohol • Music or radios impacting outside of work area • Use of personal headphones whilst undertaking construction or maintenance activities

Workers observed exhibiting behaviors unacceptable to RMIT, may be removed from site.

3.3. Secure and Safe Site Work areas are to be delineated to prevent unauthorised access to the worksite. Any works in high populated student or staff areas are to be planned for during out of operational hours. All work areas are to be kept clean as per clean housekeeping requirements. All waste bins and skips to be cordoned off with no protruding material that can cause harm.

3.4. Site Personal Protective Equipment Personal Protective Equipment (PPE) shall be worn whenever signed or documented in work instructions, procedures or risk assessment for the task i.e. SWMS, SDS, equipment operator manual. PPE shall be suitable to the physical environment.

All contractors must provide their own protective equipment. PPE are to be in good condition and used correctly.


3.5. Tools and Equipment Only safe tools and equipment are to be brought onto or used on University premises. It is the responsibility of the contractor to implement regular inspections to ensure all tools and equipment are maintained in a safe and operable condition. Tools are to be operated in line with manufacturer’s operations manual. Tools shall not be left unattended in public places.

3.6. Qualified and Competent Workforce It is the responsibility of the contractor manager to ensure only appropriately qualified, licensed and experienced personnel are used on University premises. For example, only personnel with appropriate certificates are to operate plant and only licensed electrical workers are to carry out work on electrical equipment. Work conducted by any apprentices or assistants must be closely supervised, inspected and approved by the contractor supervisor.

3.7. Safe Work Practices All tasks which pose risk are to have a risk assessment in the form of a SWMS before works commence. This is to ensure workers are instructed in the necessary safe work practices including any special precautions. The contractor supervisor is to ensure all personnel follow safe work practices for all work conducted on University premises or on behalf of the University.

3.8. Supervision of Safe Works It is the responsibility of the contractor to provide supervision of all work on University premises to ensure safe operations. Ensure that apprentices are sufficiently supervised – see Energy Safe Victoria guidance note.

3.9. Hazard Reporting Any hazards that are identified must be actioned. If safe to do so, eliminate the hazard eg – clean up spills, remove trip hazard etc. If it is not possible or safe to immediately eliminate the hazard, take steps to make the area safe eg barricade the area off, put signage etc. If the task or area is unsafe, cease work until the safety issue is resolved.

Hazards are to be reported on a weekly basis to the RMIT Property Services Representative.

3.10. Electrical Safety All works on electrical equipment must be carried out only by qualified persons. Testing, tagging, and isolating requirements should also be met to eliminate the risk of electrocution.

http://mams.rmit.edu.au/ei8rvm67u7v6.pdf


4. Incident Management Procedures 4.1. Incident All incidents (including environmental), accidents and near misses involving Contractors performing works on RMIT sites, RMIT staff, students, property, or members of the public on RMIT sites must be reported to RMIT asap.

All incidents, accidents and near misses (regardless of severity) are to be notified to Property Services Safety Team (as per above contact details) and the RMIT Representative via email prior to the end of that shift. This does not negate or supersede Contractors internal OHS/reporting processes that must be followed.

Any incidents classified as High Severity or High Potential, or when deemed necessary at the discretion of the Property Services Safety and Environmental Team will require an initial incident meeting within one business day and provide an ICAM report or equivalent.

When the Security Control Room is contacted for assistance, try to provide the following information:

• The nature, exact location and number of injured person(s)

• Resources requirements - Ambulance, Fire, Police, or RMIT Security • Your name and contract details

4.1.1 Serious Incidents / Dangerous Occurrences In the event that there is a death or serious injury (Amputation, Electric Shock, Spinal Injury, etc.), Worksafe must be notified and the site must not be disturbed beyond:

• Protecting the health and safety of a person(s). • Aiding an injured person involved. • Taking essential action to make the site safe or to prevent a further occurrence of an incident. • Where the incident occur contact RMIT Security on extension 53333.

4.1.2 Definition of an Environmental Incident: An environmental incident is an occurrence or set of circumstances that as a consequence pollution (air, water, noise, or land) occurs or an adverse environmental impact (heritage, ecology) has occurred, is occurring or is likely to occur. A contractor should have an emergency and environmental incident procedure in place, including the response, reporting and investigation of incidents.

4.2. Reporting Incidents Unsafe Acts or Conditions of the Workplace RMIT empowers everybody to intervene and stop any activity where there is potential for serious injury to occur due to acts or emissions of a work group. You must report all unsafe acts or hazards to your supervisor and RMIT representative.

Incidents requiring medical treatment or above are to be reported to Property Services Safety Team and the RMIT Representative engaging the works in line with the following:

• Immediate (within one hour) notification is to be by phone call or text message to 0488 302 161 and 0499 300 563

• Update/more details via email (prior to end of workers shift) to [email protected] [email protected] and [email protected]

mailto:[email protected]




4.2.1. Classification and Notification of Incidents

Code Classification definition Mandatory Notification Timeframes

Critical Severity Incident

• Fatality • Serious injury • Notifiable Incident- • An event, which is likely to cause extreme physical and /or emotional

distress to staff, students, volunteers, visitors and clients • Injury resulting in lost time • Serious Potential • Near miss that could have resulted in the above • Medical treatment (requiring more than first aid)

Immediate - within 1 hour

High/Medium Severity Incident

• Injury requiring the worker to be assigned alternate duties • Multiple person injury not resulting in lost time • Procedural Breach • Environmental Incident • First aid injury • Fumes and Odours resulting in Staff disruptions • Property damage (With risk to safety) • Near miss that could have resulted in any of the above.

Immediate – or before end of the shift (at the latest)

Low Severity Incident

• Property damage • Hazard • Near Miss • FYI for weekly reporting • Near miss that could have resulted in either of the above.

Immediate – or before end of the shift (at the latest)

4.2.2. Response Process Maps

High Severity Incident (Red) Process Response Map


Medium Severity Incident (Orange) Process Response Map

Low Severity Incident or Event (Green) Process Response Map

4.3. First Aid All contractors must provide first aid facilities for all of their staff. These must be easily accessible for all of its employees wherever they may work within the University.

The Contractor’s employees may obtain any item of first aid from a local University workplace (if available) however Contractors are required to provide their own supplies, particularly for minor matters.

All University Security Officers possess a valid Level 2 First Aid certificate and can assist if summoned to do so.

Any incident resulting in the need to administer First Aid must be reported to Security. They can be contacted on 9925 3333. Alternatively, any enrolled subscribers to the SafeZone app can summon assistance by activating this service where possible.

4.4. Automatic External Defibrillators (AEDs) AED’s are strategically located around all campuses of which can be utilised by anyone in the event of a suspected sudden cardiac arrest. It is important that you familiarise yourself with where the closest AED is located to your site. AEDs which are missing, have been used or appear to have been tampered with must be reported to Property Services.

Please refer to the maps below for location of AEDs.

http://www1.rmit.edu.au/browse;ID=pr2oq2wyst7v1


4.4.1. Brunswick Campus AEDs Locations

4.4.2. City Campus AEDs Locations


4.4.3. Bundoora Campus AEDs Locations


4.5. Nearby Hospital Facilities with Casualty Treatment Bays City Campus and Brunswick Campus The Royal Melbourne Hospital 300 Grattan Street, Parkville VIC 3050 Phone: (03) 9342 7000 The Alfred Hospital 55 Commercial Rd, Melbourne VIC 3004 Phone: (03) 9076 2000 St Vincent’s Hospital 59 Victoria Parade, Fitzroy VIC 3065 Phone: (03) 9411 7111

Bundoora Campus The Northern Hospital Epping 185 Cooper Street, Epping VIC 3076 Phone: (03) 8405 8000 Point Cook Campus Werribee Mercy Hospital 300 Princes Hwy, Werribee VIC 3030 Phone: (03) 8754 3000 Hamilton Campus Western District Health Service 20 Foster Street Hamilton, Vic 3300 Phone: (03) 5551 8222


5. Risk Assessment No works to commence without a site specific SWMS. All Principal Contractors are to conduct all works in accordance to their OHSE Management Plan which must be submitted to RMIT

All work completed by a Contractor and its employees shall be properly planned and all risks mitigated as far as reasonably practicable.

Some of the hazards that are found on RMIT sites but are not limited to -

• Falling from one level to another • Hazardous substances or dangerous goods; volatile odours • Hazardous building materials • Manual handling • Energized services • Noise, vibration.

When a risk assessment is reviewed, all members of the work crew are to be informed and sign on the reviewed document. The Contractor will advise the University if it intends to depart from these documented risk mitigations.

It is the responsibility of the Contractor and its employees to identify all environmental aspects and impacts that are associated with their works. All work completed by the Contractor shall be properly planned and all environmental risks mitigated as far as reasonably practicable. Some of the significant aspects and impacts found at RMIT sites but are not limited to –

• Soil management - potentially contaminated soil • Water management – potentially contaminated storm water runoff and ground water • Hazardous substances or dangerous goods – leak or spill causing discharge to environment • Noise and vibration – impacts to the environment • Air quality – fumes or odours (VOC’s, vehicle exhausts, dust) • Resource usage – energy and water • Heritage and biodiversity impacts – building heritage, cultural heritage, impacts to trees • Waste management

It is the Contractors responsibility to conduct and risk assessment of the environmental aspects and impacts. Any significant aspects and impacts must have documented controls in place. These could be incorporated into SWMS or in a site-specific OHSE Plan.


6. Housekeeping Each person is responsible for ensuring their workplace and surrounding area are kept in a clean and safe condition to minimise the risk to health and safety of all persons on the site and students and staff in close proximity.

Contractors are expected to keep a clean workplace throughout the University. Debris shall not be permitted to accumulate during works to the extent that it creates a fire, is likely to obstruct egress or create a tripping hazard. Areas of work shall be cleaned thoroughly at the conclusion of works with no trace of construction or maintenance activity.

Examples of Good and Bad Housekeeping Practices Housekeeping


7. Hazardous building Materials Management At RMIT, we define hazardous building materials (Hazmat) as:

• Asbestos-containing materials (ACM) • Lead-containing paint (LCP) • Ozone depleting substance (ODS) • Polychlorinated biphenyls (PCBs) • Synthetic mineral fibre (SMF) materials

The management of all hazardous building materials is detailed in the RMIT Hazmat Management Plan, as per the following link: https://sites.google.com/a/rmit.edu.au/psg-intranet/home/tools-templates-1/hazmat.

In accordance with the 2017 Victorian OHS Regulations, Part 4.4 Asbestos, Contractors conducting demolition and refurbishment works must not commence until they have reviewed the current Asbestos Register.

If during the course of the works, there is any suspicion of hazardous building material, the contractor must adhere to RMIT ‘Unanticipated finds’ Procedure which forms part of the Hazmat Management Plan. Building 108 and 201 require a HAZMAT induction and permit for all works within the buildings.

In cases of present asbestos or suspected asbestos containing materials, RMIT has affixed to the building material hazmat labelling. Please refer to the Hazmat Management Plan for further information. .

https://sites.google.com/a/rmit.edu.au/psg-intranet/home/tools-templates-1/hazmat


These labels used within RMIT properties may take the following form:

Example Asbestos and Hazmat Warning Labels and Signage

Example 1: Preferred RMIT warning label Example 2: Preferred RMIT warning label

(entrance points to roofs/plant)

Example 3: No Entry signage that may be used at entrances to asbestos work areas and any areas with

specialist controls and access procedures with regard to hazmat


8. Chemicals & Solvents (Including Small Quantities and Work In Progress) All chemicals or solvents brought onto site, must comply with the legislative requirements for storage, handling and transportation under the Dangerous Goods Regulations 2012.

Contractors must provide a list of all substances they intend to use on site to their RMIT Representative. All chemicals or solvents stored or handled on site are required to have an accompanying safety data sheet (SDS) and disclosure of the chemical usage on the appropriate SWMS. The SDS shall dictate minimum requirements for risk controls and PPE.

Where possible the need for hazardous substances should be eliminated:

• Any spillage of chemicals or other materials shall be cleaned up immediately. • Refer to the Safety Data Sheet for clean-up instructions. • Any spillage shall be reported to the RMIT Manager/Supervisor immediately. • Temporary barriers and signage should be put in place to warn others of the hazard. • Where volatile substance are to be used, check the surrounding, air vent intakes, sufficient

ventilation for the workers and exposure to stakeholders. • All material containers shall be in good condition with clear labelling.

Click here for Property Services Fumes and Odours Safety Alert (04/08/2017).

9. Energy Source or Equipment Isolation (Lock Out - Tag Out)

RMIT University requires the isolation and lockout of items of plant and equipment prior to any repair or maintenance work being carried out on the equipment, so that any potential hazards are eliminated or controlled. Service Isolation Permit to be applied for.

This is also to prevent the operation of faulty or dangerous plant or equipment or the operation of energy sources (hazards) which will harm personnel working downstream from the point of isolation.

All contractors will plan their work and ensure:

• There is no risk introduced by the contractor's activities that may give rise to unintentional energisation which will harm another person.

• No unanticipated disruption to services of any sort occurs as a product of their intervention

All Lock out- tag out tags and locks to be removed and area re-energised and appropriately handed over to your RMIT representative at the end of works. No one can remove a lock that does not belong to them.

9.1. Electrical Test & Tag All temporary electrical installations must be carried out by a registered electrical contractor and approved by an officer from an authorised electrical authority. All electrical installations on display must be in accordance with both AS/NZS 3000:2007 Wiring Rules and code of practice for temporary installation on building and construction sites (OH&S Act 2004). WorkSafe Victoria has an information pack on Preventing electric shocks to electricians (February 2017). Only unmodified appliances that have been approved by the authority may be plugged into electrical general-purpose outlets.

All electrical leads need to be tagged and tested in accordance with Australian Standards prior to use on site. A recording system with dates and results of testing must be in place. Items are to be tagged at time of testing.

Testing and Tagging Requirements: • Test and tag electrical leads, tools and equipment prior to initial use, then every twelve months. • Visually inspect electrical leads, tools and equipment for damage before each use. • Use safety switches (RCDs) when using electrical tools and equipment. • Use competent people to repair damaged electrical leads, tools and equipment.

The following are examples of unacceptable practices

• The use of damaged electrical leads, tools and equipment.

https://www.rmit.edu.au/content/dam/rmit/documents/PropertyServices/Facilities/Safety-alerts/fumes-and-odours-safety-alert.pdf

http://mams.rmit.edu.au/qge3396orxf9.pdf

http://mams.rmit.edu.au/qge3396orxf9.pdf


• The use of electrical leads, tools and equipment in damp or wet conditions unless they are specially designed for use in those conditions.

• The use of electrical leads in areas where they may be damaged (e.g. on the ground, through doorways and over sharp edges).

• Overloaded electrical circuits. • The use of modified electrical tools and equipment.

10. Working at Heights Working at heights applies to any work activities where there is a risk of a worker or object falling over 2m or from a slope exceeding 45 degrees with no compliant fixed edge protection. Every effort must be made to eliminate the need to work at heights. Where the hazard cannot be eliminated, the Hierarchy of Control (Fig1) must be used – top down so the highest controls are used to prevent:

• Workers falling • Objects falling and striking people (workers or public) below

All workers who undertake a work at heights activity must as a minimum: • Be signed onto and receive instruction in the relevant SWMS • Be competent to operate any required work at heights equipment – e.g. EWP’s, scissor lifts etc.

Persons operating any form of Elevated Work Platform (EWP) or erecting scaffolds will need to demonstrate competency through evidence of specific training.

Elevated Work Platform logbooks and maintenance checks shall be duly completed at the commencement of all work. Unscheduled audits of this requirement may occur at any time by authorised Property Services Personnel.

Fig.1.Worksafe Victoria’s Guidance Note – Prevention of Falls in Construction – Selection and Safe Use of portable ladders 2013

11. Ladders Use Falls from heights are a major workplace hazard resulting in fatalities and injuries across a broad range of Victorian industries, with the construction industry accounting for 27 per cent of all related injury claims." WorkSafe Media Release. Ladder use has been identified as one of RMIT University’s prominent risky activities and requires contractors to comply with the Worksafe Victoria’s Guidance Note – Prevention of Falls in Construction – Selection and Safe Use of portable ladders 2013.

12. Permit to Work (PTW) Within Property Services, in order to ensure high risk work is performed safely and correctly and that it does not introduce unacceptable risk temporarily or permanently, a Permit to Work (PTW) system has been implemented. It provides a systematic approach in controlling certain types of potential hazards in high risk work. The issuing of a permit does not in itself make a job safe. It is primarily used to record and communicate agreed conditions and risk mitigation controls to be applied to work activity where hazards have been identified.

https://www.worksafe.vic.gov.au/resources/guidance-note-prevention-falls-construction




Click here for the Permit to Work Process and Form. Permit to Work required for:

• Hot works • Services and Fire Isolation • Working at Heights • HAZMAT • Excavation and Floor Penetration

Contractors requiring a permit for one of the above high risk works shall contact Facilities Services and complete the ‘Permit to Work form’ in conjunction with their RMIT Representative. The permit shall then be returned to the Permit Office for signed approval.

Note that each permit to work details a checklist of minimum requirements and conditions for the safe conduct of the work by the contractor. The permit must be visibly displayed at the work site. No work may begin until the appropriate permits have been obtained and approved by RMIT University.

All Permits to Work must be accompanied by a Job Safety Analysis or Safe Work Method Statement on the work to be undertaken and be authorised.

All personnel at a particular work site must have ready access to risk assessment planning undertaken.

Carrying out work without an approved Permit to Work is a serious breach of RMIT procedures. Any workers who carry out this work or supervise this work without a valid Permit to Work will be instructed to stop works immediately, may be requested to leave the site and not permitted to return. Any impact to cost or program because of a breach of procedure is not a Qualifying Cause for Delay.

13. Inspections and Auditing RMIT reserves the right to regularly inspect and audit active work sites.

Where Contractors are undertaking planned audits for works at RMIT, Contractors are to advise the Property Services Safety Team of the audit, so that they may attend.

Regulatory visits (for example, from WorkSafe or EPA), are to be reported to the RMIT Property Services Representative and Property Services Safety Team as soon as possible.

Where possible Contractors are to share copies of audits and entry reports.

14. Taking Control of Vertical Transportation (VT) Assets It is important that contractors do not impact the operations of the university; this includes taking control of lifts and escalators. The timing of the use of lifts for material and transport shall be restricted to outside of teaching and research times. Doors to lifts are not permitted to be held open by any means, other than using the open door button on the lift controls. Abusing lifts or careless use will result in a lift failure.

15. Smoking All RMIT University campuses are smoke-free. Smoking in all University buildings, enclosed spaces, outside adjoining buildings e.g. balconies and decks, and University motor vehicles is prohibited. Designated smoking areas have been established at the Bundoora and Brunswick campuses.

16. Communication All contractor personnel shall possess a working mobile telephone. The telephone number of this phone shall be recorded on daily sign in records and be known to Security.

https://www.rmit.edu.au/about/our-locations-and-facilities/facilities/property-contractor-management


17. Specific Hazards 17.1 Laboratories

RMIT University has a number of laboratories and workshops which contain additional and sometimes non-visible hazards. These laboratories can contain hazardous materials including dangerous gases and biological waste and sharps. To access and work at these locations, contractors are required to consult with Facilities Services so that the necessary arrangements can be made prior to works commencing.

Contractors shall be appropriately inducted to these specialised work sites by a local delegate as required.

Contractors should not handle or move any substances or containers without the permission of the relevant laboratory manager (or delegate).

17.2 Ceiling Voids in Buildings Ceiling voids in older areas of the University can sometimes contain hazards resulting from deteriorated electrical or thermal insulation, remnants of hazardous materials, unsecured objects, vermin and a range of other risks.

By their nature, the presences of these hazards are not known and have not been previously reported.

All contractors are advised to inspect such areas before undertaking any works and satisfy themselves that no such hazards exist.

Torches with conductive outer cases or metallic frame ladders shall not be used to inspect ceiling voids under any circumstances. It is vital to treat all electrical cables within ceiling spaces as live until tested. WorkSafe Victoria has issued a Fact Sheet on – Preventing electrical shocks when working in ceiling spaces (February 2017), this can be used for guidance on what to do.

17.3 High Ceilings RMIT University has a wide variety of buildings, with each posing different hazards, one of these being high ceiling spaces with equipment and services that require periodic services and posing a fall from heights risk for workers. Where equipment are at heights greater than 3 metres in which contractors require tools to access them; contractors are to plan and management their hazards under Victorian Regulation (Part 3.3 , 2017 OHS Regulations and 2008 Compliance code).

The approximate height from floor to the equipment requiring maintenance should be noted and included in your SWMS.

17.4 Plant Rooms Plant Rooms exist throughout the University and these are workplaces for many trades’ personnel.

All personnel entering such areas shall fully acquaint themselves with the conditions and active plant in the vicinity of the work. Specific hazards to be fully inspected and understood include:

• Noisy plant • Poorly lit or obscured areas • Equipment which starts unpredictably • Inadequate clearances or freedom of movement • Inadequate head clearances or projecting objects • Trip hazards or falls from trafficable walkways • Pinch, crushing or entanglement points. Unguarded machinery • Pressurised gasses or fluids • Hot or cold temperatures which injure on contact • Live electrical conductors

http://mams.rmit.edu.au/fhkmity3wcva.pdf


• Toxic, caustic, acidic or flammable substances • Gaskets or insulation containing hazardous materials

Any hazard that cannot be treated adequately must be isolated so that it poses no risk to workers.

17.5 Confined Spaces Only contractors who are certified and appropriately trained with the proper safety equipment will be permitted to enter and work in confined spaces. Any works involving confined spaces will meet legislative and RMIT minimum requirements and be reviewed with the Property Services Safety Team and the Property Services Technical Team.

17.6 Hot Work Prior to engaging in any hot work, the contractor shall obtain a Hot Work Permit.

Hot work is defined as any work involving open flames producing heat and / or sparks. This includes but is not limited to blazing, grinding, cutting, and soldering, thawing pipes, welding or torching.

Contractors are to adhere to the conditions as set out in the hot work permit issued. Appropriate PPE must be worn. All welding cables and equipment must be inspected regularly and maintained in good condition. Where hot work is to be conducted in laboratory areas the local manager is to be contacted.

Open air welding and cutting is not permitted on TOTAL FIRE BAN DAYS, unless the required fire authority permit has been obtained and all necessary fire prevention requirements have been strictly complied with. Any smouldering materials shall be extinguished before being left unattended.

Hot Works shall not continue later than 15:30 hours (3:30 pm) if carried out during a regular day shift. All work shall be allowed to cool and shall be proven as safe with no risk of smoulder or smoke release after the site is vacated and fire systems reinstated.

18. False Alarms Caused by Contractor Works Contractors are required to plan their works and ensure that fire systems are isolated during hot works or dusty activities or activities that may initiate fire monitored flows. This involves applying for a fire system isolation/ impairment of the affected work site during the time of work.

Isolations/ Impairments shall be restricted to the smallest zone or area of detection so that the impairment is minimised. Requested impairments shall not be unreasonably wide so that impairments entail undue risk.

Contractors are responsible for describing in detail the area of work and the likely impacts of any smoke, fume or dust that they generate. This description shall be made by the Contractor in writing on a Fire Isolation Request.

The University expects that all false alarms caused by the contractor’s activities and resulting in an attendance by the fire brigade shall be compensated by the application of an immediate liquidated damages levy of AUD$5000.

False Alarms caused by the following will be deemed to be the Contractor’s full responsibility.

• The failure of the Contractor to request a fire system impairment • Any failure to describe adequately the nature of the works or the impact on fire systems • Carrying out Hot Works after impairment has been reinstated. • Negligent activity likely to initiate fire detection alarms such as smoking, burning food items,

releasing pressurised or ultra-cold materials near detectors.


19. Vehicle Access and Parking The speed limit of all vehicles on site shall be as marked. In the absence of a local sign posted speed limit, the speed limit shall be 5 km/hr.

Contractors may bring their work vehicles onto site for the purpose of mobilising materials, tools and equipment. Security must grant permission for contractors to mobilise their vehicles on site. Contact details and registration details shall be recorded at security during daily sign in so that vehicle owners can be contacted quickly.

Contractors must obey all instructions given to them by Security personnel.

Parking of vehicles, either for personal or work use on University grounds or premises is not permitted. The University reserves the right to wheel clamp or tow any vehicle occupying a University space on University grounds without authorisation.

20. Forklifts and Mobile Plant Operation The following apply to mobile plant operators and those working with them:

• Drivers/ operators shall operate mobile plant at a walking pace at all times. • A site inducted plant spotter must accompany any plant entering the building. The responsibility of

this role is to ensure the path of the plant remains clear of pedestrians and hazards. • Mobile plants are to use designated aisle ways that are established. Traffic management plan

showing routes and work areas should be agreed upon prior to works commencing. • Mobile plant cannot be left unattended at any time with a key in the ignition. • Any directions or instructions given by Property Services staff must be adhered to at all times. • All mobile plant drivers must hold appropriate licence, certificates and current car licence. • Mobile plant drivers are to ensure a safety vest is worn at all times, they are also responsible for

ensuring spotters working with them are wearing a safety vest. • Drivers must sound their horn at intersections and blind corners. • Drivers are not permitted to lift any person on forklift tines or carry passengers. • Drivers must switch mobile plant off whilst speaking on radios or mobile phones. • Hands free radios or phones are not permitted whilst operating equipment. • Forklift tines must be kept as low as possible when driving. • Mobile plant drivers must give way to pedestrians. • Ensure you have made direct eye contact with the mobile plant operator and he acknowledges your

presence. • Mobile plants must have a completed service logbook. • Drivers/ operators to complete a documented safety check daily.

21. Equipment Service History • All contractor companies who bring their own equipment onto the job site must supply with the

equipment a service logbook on request. • All companies hiring plant equipment from Hiring Companies must ensure the equipment has a

completed Service Log Book.

22. Amenities Contractors are not permitted to using student breakout areas, library or teaching spaces for their lunch breaks. Contractor’s staff may not enter any staff, student or retail area with dirty clothing or boots.

Dedicated amenities to be used by contractors are to be agreed upon at the start of any project and are to be kept clean at all times by the contractor using them.


Offensive or inappropriate images or messages on items of personal clothing are not to be worn within University premises.

Lewd, offensive or harassing conduct likely to offend staff or students of the University will not be tolerated and perpetrators will be asked to leave site and their Contractor’s Pass will be revoked.

23. Environmental Management 23.1 Environmental Management System (EMS) RMIT Property Services has an EMS that is aligned to ISO 14001:2015 requirements. An Environmental Management System (EMS) is a set of processes and practices that enable an organization to reduce its environmental impacts and increase its operating efficiency. An EMS assists in meeting environmental regulatory requirements and managing environmental obligations. All contractors are expected to comply with the PSG Environmental Policy Statement and all relevant work processes.

23.2 Waste Management Contractors are wholly responsible for the removal of wastes from site and must not use the RMIT waste bins under any circumstances. Best practice waste management practices must be implemented by the contractor undertaking the works, ensuring the “reduce, reuse and recycle” hierarchy is followed to minimise the amount of waste ending up in landfill. Projects must also ensure that they manage any Prescribed Industrial Wastes, hazardous or otherwise contaminated waste in the appropriate manner; adhering to all legislative requirements. Contractors should be aware of all materials that can be recycled and put a plan in place to achieve this, considering the following:

• Reduce and reuse - where possible work with suppliers to reduce packaging, and prevent over-ordering of materials.

• Identify recyclable materials (especially in demolition phase) - identify materials that can be easily recycled and ensure onsite workers are aware that these can be recycled. Recyclable components generally include concrete, wood, metals, gypsum wallboard, asphalt, roofing materials and debris (soil & rock).

• Segregate wastes - have appropriate processes for the segregation of wastes. • Selecting a waste contractor - certain waste contractors will segregate wastes and provide a

breakdown of recyclable materials; whilst generally more expensive, this minimises the amount of work onsite.

• Reporting and records - allocate responsibility to a person for maintaining waste disposal records that may be requested by RMIT.

24. Asset Management 24.1 Asset Management System (AMS)

RMIT Property Services has an AMS that is aligned to ISO 55001:2014 requirements. An Asset Management System (AMS) is a set of processes and practices that enable an organization to improve productivity and quality, whilst reducing risk; it can also improve reputation, support funding applications and demonstrate transparency.

Asset Managaement is the coordinated activity of RMIT PSG to realise value from its assets. This activity is across the entire asset life cycle from identifying assets needs, through to aquiring, installing, maintaining and disposing of such assets.

Realising value from assets involves balancing costs, risks, opportunities and performance benefits. It is a wholistic approach.


All contractors are expected to comply with the PSG Asset Management Policy Statement and all relevant work processes.


24.2 Fundamentals of Asset Management

The fundamentals are four concepts that form the basis for the discipline of asset management and are therefore core to successful implementation within an organisation. They were established during development of ISO 55000 and are built into this “consensus of experts” on every level. You can find them verbatim in section 2.4.2 of ISO 55000, but our objective here is to discuss what they mean and why they are of relevance to any asset intensive organisation, regardless of your perspective on the ISO standards.

i. Value: • Assets exist to provide value to the organisation and its stakeholders • Focus is on the value that the asset can provide • Value can be tangible, non-tangible, financial, non-financial • Value is determined by the organisation and its stakeholders • Reflected in the asset management objectives

ii. Shown and realised by: • Clear alignment of asset management objectives with the business objectives • A life cycle management approach • Decision making process that reflects stakeholder needs and defines value • Alignment • Translation of business objectives into technical, operational and financial: • Decisions • Plans

iii. Activities • Information driven risk based planning and decision making • Asset management processes are integrated organisational processess • Leadership • Leadership is essential to realising value • Leadership needs to drive asset management for it to be successful • In the asset management system, leadership is established and supported by: • Clearly defined roles, responsibilities and authorities • Ensuring that employees are aware, competent and empowered • Consultation with employees and stakeholders regarding asset management

iv. Assurance • Asset management gives assurance that assets fulfil their required purpose


• Effective governance requires assurance • Assurance is achieved and supported by: • Developing and implementing processes that connect the required purposes and

performance of the assets to the business objectives • Implementing processes for assurance across the asset life cycle • Implementing processes for monitoring and continuous improvement • Resources and personnel for demonstration of assurance

24.3 Key Principles for Contractors in working with Property Services

1. PSG Contractors are to ensure they provide accurate asset data against Property Services Work

order: Why? Enables up to date data to be provided Enables whole of life asset decisions making Identifies key asset issues and opportunities for improvement Identifies Strategic procurement opportunities for assets Ensures the correct asset is serviced effectively

2. Importance of obtaining work order history: Accurate decision making Provides justification for budget allocations Evidential historical data – Auditing Future opportunities for new projects impacting resourcing availability Optimised Asset Management activities Help predicts future forecasting

3. Identify Correct Asset to Work Order It is vitally important that when receiving a Property Services work order the Contractor

provides the correct asset and its associated data is collected accurately. The consequences of not doing so can be:

Work being carried out against the wrong asset Resources being allocated incorrectly Data accuracy deficiencies effecting works programming and scheduling Potential increase of risk due to the correct assets not being fixed appropriately

Bottom Line: Please ensure that when collecting asset data that:

Care and attention is taken to recording asset data Contractor to update the asset barcode and actual cost into Archibus Check and re-check all information If entering into the system manually please ensure the records are accurate and inputted into

the system as per the data recorded on site

25. Accountabilities Sponsor: Executive Director Property Services

Implementation: Associate Director, Reporting and Compliance Compliance: Associate Director, Reporting and Compliance Development/Review: Property Services Health, Safety & Security Process Owner/Originator Senior Advisor, Health, Safety & Security Approval & Review Authority: Associate Director, Reporting and Compliance Interpretation and advice: RMIT Health Safety Security and Environmental Advisors Data collection and analysis: Senior Coordinator, Quality Management Systems Reporting Associate Director, Reporting and Compliance


26. Definitions and Acronyms/Keywords

Definitions and Acronyms: Contractor/Person carrying out works – Person or persons engaged by Property Services to carry out works on their behalf.

Key Words For Search Engine:

Contractor Induction, Permit to work, isolation, contractors, essential services, confined space, excavation, working at heights, hot work, safe work method statements (SWMS), risk assessment

27. Procedure Effectiveness and Review Period This procedure will be reviewed and updated every two years to ensure ongoing effectiveness.

Issue Date: October 2017

Revised: August 2019

Review Date: August 2020

28. Amendment Record Issue No

Issue Date Nature of Amendment

V1.0 2015 Apollo version

V2.0 18/09/2017 Update incorporating process changes and links to websites

V3.0 13/10/2017 Minor updates including login details for online inductions, instruction on notification of hazards and incidents, inclusion of Asset Management

V4.0 06/12/2017 Update to Asset Management Policy Statement

V5.0 20/7/18 Update to include RMIT Contractor Management System and new Permit Process

V6.0 2/04/19 Update following review of Prelims and sign-off of policy statements

V7.0 9/8/19 Annual review, changes to PTW and addition of Life Safety Rules

V.7.1 27/08/2019 Update to links and minor formatting changes

property services contractor booklet - rmit university · document: ps-1022 property services...

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